Inquiry letter and replying inquiry letter

Nama : Yunita Eka Putri Wulandari
Npm : 29113604
Kelas : 4KB02
Tugas Bahasa Inggris 1

THEORY OF INQUIRY LETTER

An enquiry letter should clearly state what the information required is. If the buyer has a particular article or service in mind, he should spell it out clearly. The letter should have clarity. It should also be complete. All details regarding the product, its quality, price, the quantity that can be supplied, the mode of despatch its cost etc., should be enquired into. Sometimes, the potential buyer may not have any idea on the purchase that he intends to make. The technical features that will satisfy his requirement may not be familiar to the writer. Then the buyer should clearly state the service that he expects from product and request the recipient to suggest alternatives that will provide the required service. The buyer should word the letter cautiously so that the seller, under some misperception, does not treat it as an order. He should indicate at the beginning itself that it is just an enquiry.

Examples:

a) We will be glad if you can send us the catalogue / brochure / price list….

b) We require some information on…

c) We are planning to buy……

d) Please provide us with information on…

Some of the above beginnings act as a caution to he receiver and will prevent hasty conclusions that it is a firm offer to buy. So, an enquiry letter should be drafted carefully so that it is not misunderstood. The concluding portion of an enquiry letter should clearly state that the buyer is seeking only information on the product / service available with the seller in unmistakable terms. Te letter should also imply that an order would follow if terms are favourable.

Points to be Remembered while writing a letter of enquiry

a. Give a detailed account of the exact type of product / service required. If the writer is not conversant with options available, he should not hesitate to ask them from the seller / dealer.

b. Probable quantity required and the time-frame for the supply of the product / service.

c. The seller’s terms on credit, discounts, transit, packaging etc., should be enquired into.

d. Opening sentences to indicate the reasons for the enquiry.

e. Closing sentences to request an early reply for the enquiry to be transformed into an order in future.

f. Care should be taken to prevent the recipient from misconstruing the enquiry as an order in future.

 

Sample Inqury Letters

Street address
City, State ZIP code
Phone number

Date

Individual's name
Job title
Name of organization
Street address
City, State ZIP code

Dear Mr./Ms. ________________________________:

I am writing to ask you to consider an addition to your marketing team. Your organization has been in the news as a leader in the industry. I am an innovator of new ideas, an excellent communicator with buyers, and have a demonstrated history of marketing success. I believe I would be a good fit in your organization.

Currently, I market computer products for a major supplier using television, radio and news advertising. I have a reputation for seeing every project through to success.

Enclosed is my resume for your review and consideration. EFTG Industries has a reputation for excellence. I would like to use my talents to market your quality line of technical products. I will call you to further discuss your needs and how I could benefit your company. If you prefer, you may reach me in the evenings at (555) 555-5555.

Thank you for your time. I look forward to meeting you.

Sincerely,

(Your Signature in blue or black ink)
Your typed name

Enclosure

THEORY OF REPLYING INQUIRY

Any letter of enquiry to an organization should be responded to / replied promptly. A prompt reply is the basic etiquette that an organization should follow. Promptness should be assessed from the view point of sender of the enquiry. The reply to an enquiry should have the courteous thanking feature, thanking the sender for his interest. The reply to an enquiry should be so prompt and correct that it should change a routine enquiry into a firm order. The reply should provide all the answers to the questions in the enquiry letter. It should even answer implied questions and unasked questions. The tone should be cheerful and the information complete. Details of dates, price, quality and quantity etc., should be exact and correct. In short, the reply to an enquiry letter should not give scope for the enquirer to ask for more clarifications and further details. The reply should have a clinching effect.

Sample Replying Enquiry Letters

Everlong Batteries

171, Choi Hung Road

Hung Hom, Hong Kong

Tel/Fax 2245 3456

15 Dec 2016

Mr Harry Styles

Purchasing Officer

Fortune Goods

317 Orchard Road

Singapore

Dear Mr Harry

Enquiry about Batteries

Thank you for your letter of Friday, 11 December 2016 regarding making copies of the sample battery you sent us.

I have investigated the situation and found that your specifications are exactly the same as the design of a proprietary camera battery manufactured by a large Japanese electronics company.

We feel that it would not be in our interests to supply this type of battery.

However, I would like to thank you for considering our company as your supplier.

I look forward to doing business with your company in the future

Yours sincerely

   Zayn Malik

Distributions Manager

Referensi:

https://www.careeronestop.org/jobsearch/plan/inquiry-letters-sample.aspx

http://communicationtheory.org/important-features-of-an-enquiry-letter/

http://www2.elc.polyu.edu.hk/cill/eiw/repliestoenquiries.htm

http://communicationtheory.org/replies-to-enquiries/